FINANCE/PAYROLL
NOTES & NEWS
F E B R U A R Y
GL JOURNAL WORKFLOW AND DOCUMENT
IMAGING IMPLEMENTATION
Inside This Issue
GL journal workflow and document imaging is scheduled for implementation on
April 3, 2006.
IRS Tax Forms
2006 VITA Program
2
Back-up Documents
Travel Account Update
3
Purchasing Dell and
Apple
4
Maximizing HUB Purchases
Apple/Dell Flowchart
5
Payroll Reports
PAR Training
6
Who’s Who In Finance
7
HUB Vendor of the
Month
8
Training Calendar
9
GL journal workflow will allow departments to submit their journals electronically.
Once workflow is implemented, paper GL journals will no longer be submitted to
General Accounting. All GL journals will be submitted electronically with supporting documentation scanned and attached to the GL journals.
Departments will continue to create journals in the Finance system. The only difference will be that department approvers (people with certifying signature authority) will select an approval path and approve the journal to submit it electronically
to General Accounting. In addition, departments will upload journal backup documents to the Finance system beginning April 3. Departments will no longer need
to mail the journal coversheet or backup to General Accounting.
The GL journal workflow and imaging process will reduce journal processing time,
enhance approval control, and archive journals quicker for record retention.
Training classes and UH online Web CT classes will be offered in March to provide more information regarding workflow processes and implementation. General
Accounting will communicate exact training times and locations once confirmed.
The planned training dates are as follows:
•
•
•
March 6, 2006 – Auditorium Training and Overview (optional, recommended)
March 7, 2006 –Web CT Training available (required for journal creators and
approvers)
March 20, 2006 –Classroom Training will begin (optional, if needed after taking Web CT Training)
2 0 0 6
Finance Notes and News
Annual IRS Tax Forms
At this time of the year, the University of Houston, like so many other
businesses, is responsible for issuing tax forms to its faculty, staff,
students, and non-University taxpayers.
For University tax forms and additional tax information, visit the Tax
Department website at:
http://www.uh.edu/finance/TaxInformation/tax_info.htm.
Form
Description
Contact
Phone
W-2
Employee wage
& tax statement
Bobbie Odom-Velasco
713-743-8775
1042-S
Individual Nonresident
Alien’s Income
Linda Morrow
713-743-8987
1098-E
Student Loan Interest
Nancy Tran
713-743-8881
1098-T
Hope Scholarship and
Lifetime Learning Tax
Credits
Recording
713-743-1098
1099-MISC
Miscellaneous Income
of $600 or more
Sharon Davis
713-743-5660
2006 VITA Program
The foreign national student community at UH has benefited from Voluntary Income Tax Assistance’s
(VITA) assistance in preparing their U.S. tax returns (Forms 1040 NR or 1040 NR EZ). The University of Houston was approved as a VITA site in 1998 for UH foreign nationals. The Vita program is
offered by the Houston Chapter of CPAs in cooperation with the Internal Revenue Service. The VITA
program consists of volunteers from the Huston Chapter of CPAs and the local community who review
and/or prepare tax returns for those individuals who need help in the local community. The IRS trains
these volunteers in preparing nonresident alien tax
returns.
Location: University Center (UC) in the Bayou City Room #202
Help Dates: February 4, 11, 18, & 25; March 11, 18 & 25; April 1, 8, 11, 18 & 25
Time: 10 a.m. to 2 p.m.
2
Finance Notes and News
Backup Documentation for Finance Transactions
As a reminder, the following information should not be included as backup to support financial
transactions, such as journal entries, vouchers, purchase requisitions, or service center requisitions:
• Credit card account numbers
• Bank account numbers
• Income and credit histories
• Social Security numbers
• Personal health information
• Protected student information (see the Information Security Awareness Training for more information)
• Intellectual property or research data that could be considered proprietary
If you believe documents that contain sensitive information must be used as backup, the sensitive
information should be concealed (e.g., marked through with a black marker) before the document
is added as backup.
If you believe the sensitive information is a necessary part of the backup and should be visible,
please contact the Finance department who will approve the document (General Accounting –
journals and service center requisitions; Accounts Payable – vouchers; Tax – tax-related payments; Purchasing – purchase requisitions) for clarification prior to adding the document as
backup.
Travel Account Update
The travel accounts on the Finance website http://www.uh.edu/finance/pages/AP_Travel.htm
have been updated to include the following information:
Category of Expense
Meals/Lodging – State Funds
Employee-Texas
56105-Per Diem
Employee-Out-of-State
48 States in the Continental
US
56113-Per Diem
Employee-Out-of-State
Alaska, Hawaii, Canada,
Mexico
56111-Actual
When traveling on state funds in Texas or to other states within the continental US, meals and
lodging are always charged to the per diem account. When traveling on state funds to Alaska,
Hawaii, Canada, or Mexico, meals and lodging are always charged to the actual account. This is
a state rule. Detailed receipts (room, tax, etc.) are always required for lodging, but receipts are
not required for meals paid with state funds.
When traveling on local funds to any of these destinations, you may use per
diem or actual for meals and/or lodging. Detailed receipts are always required
for lodging, but receipts are only required for actual meals, not per diem meals,
paid with local funds.
If you have any questions, please call Sandra Silva at x35883
3
Finance Notes and News
Procedure for Purchasing Dell and Apple Products
As a reminder, all purchases of Dell and Apple products should be processed according to the flowchart
on page 5. This procedure became effective July 15, 2005.
Important points to remember:
• Departments only need to (a) create an E-Quote or Web Proposal, (b) send a Requisition to Purchasing, and (c) verify items received match the PO. Accounts Payable will take care of the payment.
• Departments do not need to notify AP that the items are received.
• Departments receive HUB credit for these purchases because they are routed through CougarByte.
• All purchases of Dell or Apple products, whether less than or greater than $5,000, should be handled
this way to maximize HUB participation.
• CougarByte will also accept P-Cards for Apple products costing $5,000 or less, but not for Dell
products. However, the preferred method for purchasing Apple is a requisition through Purchasing.
• The only other acceptable purchasing method for Dell products is through direct payment to Dell
with a P-Card for orders totaling $5,000 or less. However, the department will not receive HUB
credit.
If you have any questions, please call Sharon Davis at x35660 or Alan Phillips at x35671.
How to Maximize HUB Purchases of Office Supplies and Computers
Type of Purchase
Vendor
Preferred Method
Other Method
Office Supplies
Tejas Office Products
P-Card to Tejas
Voucher to Tejas
Office Supplies
Today’s Business Solutions
P-Card to Today’s
Voucher to Today’s
Dell Computers and
Products
Apple Computers and
Products
Dell/CougarByte
Requisition to Dell
Apple/CougarByte
Requisition to Apple
P-Card to Dell
(No HUB credit)
P-Card to CougarByte
UH departments can save time, money, and receive HUB credit for their office supply and computer purchases by using one of the preferred procurement methods above. The above vendors provide products to
UH at discounts that were previously negotiated. Of course, you can order office supplies and computers
from other HUB vendors, if you prefer, but make sure you get the best value possible.
If you have any questions, please call Sharon Davis at x35660 or Alan Phillips at x35671.
4
Finance Notes and News
5
Finance Notes and News
Frequently Used Payroll Reports
Report Name
Journal Detail Report
Navigation
Home > Uhs Hrms Payroll > UHS HRMS PAYROLL > Reports > Journal
Detail Rpt
BOB Report
Home > Uhs Hrms
Provides budget and actual This is a helpful report to
Budget > UHS HRMS BUDG- expenses by position/
use when lapsing salary
budget dollars. It's also
ETS > Reports > BOB Report person.
good to use as a budget
to actual dollars spent
tool.
Labor Distribution
(UPAY044)
Home > Uhs Hrms Payroll > UHS HRMS PAYROLL > Reports > Labor Distribution (EBC-45)
Provides period and anThis is a helpful report to
nual actual totals by acuse for reconciliation
count and for each empurposes.
ployee within that account.
Payroll Account Report
(UPAY042)
Home > Uhs Hrms Payroll > UHS HRMS PAYROLL > Reports > Payroll
Account Rpt
Provides a snapshot of
payroll activity for a cost
center or department.
Description
Run this report using the
Select by Journal Date option. This report is very
helpful because the information matches the data
contained in the 1074 report. It contains check
numbers, cost center information and employee
names, which makes it
really handy if you need to
reallocate charges.
How to Use
This report is great for
reconciling to the 1074
report because the information contained in the
report will tie to the
1074. Should also tie to
your Trial and Final payroll reports.
Many departments use
this for reconciliation
purposes as it has estimations of UCI/WCI.
“Tricks of the Trade” PAR Training
The Customer Service Center is now providing PAR Training called “Tricks of the Trade”,
to all interested employees that deal with PAR processing in your College/Division.
To schedule training for your College/Division, please contact TaShawna Wilson @3-6880
or Cynthia Gibbs @3-6885.
6
Finance Notes and News
Who’s Who In Finance
•
Who:
Bobbie Odom-Velasco
•
How Long I’ve Been at UH:
24 years
•
What Department I Work In:
Administration & Finance Customer Service Center
•
How to Contact Me:
(713) 743-8755 or (713) 743-3988
•
Where to Find Me:
325 McElhinney Hall
•
When to Call Me:
Direct Deposits, W4’s, Verifications, Wellness Center,
Charitable Contributions, W2’s and all other HRMS
inquiries.
•
What I Like Best About My Job: The best thing I like about my job is helping as
many people as I can.
7
Finance Notes and News
HUB VENDOR OF THE MONTH
WHO:
T.M. Office Systems, Inc.
President and CEO: Antonio “Tony” Marimon
Independent locally owned company under the same management for 40 years.
WHAT:
Sales/ Lease/ Service & Repair of Business Machines (Printers/ Copiers/ Fax Machines / Typewriter/ Adding
Machines/ Full line of toners & consumables)
HOW:
Orders can be placed:
Online www.tmofficesystems.com
By phone; 713-802-2679, or by fax; 713-802-2682
Contact Tony Marimon
ONE THING about their business that they would tell UH is that Tony Marimon first came to Houston on a
University of Houston sports scholarship. As a golf player Tony has many memorable memories as a U of H
Student.
INTERESTING FACT ABOUT THE COMPANY:
Tony Marimon came to America to pursue an education at the young age of twelve. As a child he earned his living
as a golf caddy outside of Madrid Spain. One day while working as a catty, a well known American woman offered
him a better life if he would pursue an education in America. With a little more than the clothes on his back he left
his father and brothers in Spain and moved to California where he attended high school. His new life in the states
offered many opportunities and challenges including a new language and culture. In his spare time he would practice
his golf game which led him to a golf scholarship at the University of Houston.
His first job as an office machine salesman was largely a success due to his quick wit and talents on the golf course.
Eight years later he stared his own company. For the past forty years Tony has sold thousands of machines from non
electric to network ready. Most Americans that met Tony never considered him a Latino or Hispanic even though he
never lost his thick Spanish accent. He has always enunciated every syllable to make sure that everyone understood
him. In a time before cultural diversity and HUB programs this man of small stature overcame poverty, language and
possible racial discrimination large to his positive attitude and a big smile.
For further information on this or other HUB vendors contact the University HUB Operations Department:
Sandra Webb – (713) 743-5662
e-mail: sgwebb@central.uh.edu
8
Finance Notes and News
FEBRUARY
2006
Sun
Mon
Tue
Wed
Thu
Fri
Sat
1
2
10:00 HR View 9:00 Query
1:00 Budget
Basic
Journal
3
10:00 Physical
E-Inventory
4
5
6
9:00 Payroll/
Finance
Reconciliation
7
8:30 Intro to
Finance
9:00 Requisitions
1:30 P-Card
Cardholder
8
9
9:00 Journal
10:00 PAR
Entry
Training
10:00 HR View
10
11
12
13
14
10:00 Sponsored 8:30 Intro to
Projects
Finance System for new
employees
15
16
10:00 HR View 9:00 Query
2:30 Vouchers Basic
17
10:00 Physical
E-Inventory
18
19
20
9:00 Payroll/
Finance
Reconciliation
22
23
10:00 HR View 10:00 PAR
Training
24
25
26
27
28
10:00 Sponsored 8:30 Intro to
Projects
Finance System for new
employees
21
8:30 Intro to
Finance
9:30 Travel
1:30 P-Card
Manager
9